The hidden costs of meetings cdg nat conf may10 - attendees copy


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Presentation by Susie Kay at CDG National Conference 17th May 2010

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The hidden costs of meetings cdg nat conf may10 - attendees copy

  1. 1. The Professionalism Group Susie Kay Managing Director
  2. 2. The Hidden Costs of Meetings Career Development Group UK National Conference 2010 17 th May 2010
  3. 4. Prizes <ul><li>2 – the worst waste of time story </li></ul><ul><li>1 – the funniest </li></ul><ul><li>meeting story </li></ul>
  4. 5. It’s Monday! <ul><li>How do you feel? </li></ul><ul><li>How was last week? </li></ul><ul><li>Did Monday morning predict how you would feel on Friday afternoon? </li></ul>
  5. 6. The Trigger <ul><li>New job </li></ul><ul><li>New diary </li></ul><ul><li>75% full before I started </li></ul><ul><li>When do I do my work? </li></ul>
  6. 7. Must or want <ul><li>Do you know how many meetings you attended last week? </li></ul><ul><li>Was that the same as the week before? </li></ul><ul><li>Different or all the same? </li></ul><ul><li>Must do or want to? </li></ul><ul><li>Work life structured or strangled? </li></ul>
  7. 9. What you already know! <ul><li>Resources are an issue </li></ul><ul><li>Fitting in yet another meeting is impossible in most diaries </li></ul><ul><li>Already struggling to find space for </li></ul><ul><ul><ul><li>Current work </li></ul></ul></ul><ul><ul><ul><li>Thinking time </li></ul></ul></ul><ul><ul><ul><li>Reading time </li></ul></ul></ul><ul><ul><ul><li>Urgent / emergencies </li></ul></ul></ul>
  8. 10. Hidden and obvious costs <ul><li>MULTIPLY (for internal meetings) </li></ul><ul><ul><ul><ul><li>Number of attendees </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Hourly salary rate </li></ul></ul></ul></ul><ul><li>ADD </li></ul><ul><ul><ul><ul><li>Refreshments </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Room booking and equipment costs </li></ul></ul></ul></ul><ul><li>MULTIPLY AGAIN </li></ul><ul><ul><ul><ul><li>Number of times you hold the meeting </li></ul></ul></ul></ul><ul><li>PLUS (for external meetings) </li></ul><ul><ul><ul><ul><li>Travel costs </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Expenses </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Accommodation - possibly </li></ul></ul></ul></ul>
  9. 11. Obvious and hidden costs <ul><ul><li>£ £ £ £ £ </li></ul></ul><ul><ul><li>£ £ £ £ £ </li></ul></ul><ul><ul><li>£ £ £ £ £ </li></ul></ul>
  10. 12. Other penalties <ul><li>If you are running from one meeting to the next: </li></ul><ul><ul><li>Actions and follow-ups are delayed </li></ul></ul><ul><ul><li>You dump stuff on your desk as you pass it </li></ul></ul><ul><ul><li>Develop interesting piles of ‘stuff’ on floor and working surface disappears </li></ul></ul><ul><ul><li>You don’t have time to think </li></ul></ul><ul><ul><li>You don’t have time to prepare for the next meeting </li></ul></ul><ul><ul><li>You never do the filing or scrap the garbage </li></ul></ul><ul><li>Not good for you to be tired, not fresh </li></ul><ul><li>No time becomes a serious issue </li></ul><ul><li>After hours or before work so 24/7 </li></ul><ul><li>Starts to erode good judgement </li></ul>
  11. 13. To meet or not to meet <ul><li>Time to pause </li></ul><ul><li>“ How things are done around here” </li></ul><ul><li>How else can we do this? </li></ul>
  12. 14. Is virtual an improvement? <ul><li>Endless possibilities for tech disasters </li></ul><ul><li>Skype calls </li></ul><ul><li>Voting by email, use of buttons </li></ul><ul><li>Conference calls can be a nightmare for those on the dial-in end </li></ul><ul><ul><ul><li>Can you hear everyone? </li></ul></ul></ul><ul><ul><ul><li>Are they making faces? </li></ul></ul></ul><ul><ul><ul><li>They’ve got the biscuits </li></ul></ul></ul>
  13. 15. Using your days effectively? Or What I learned this year!!!!! <ul><li>Strange city / awaydays </li></ul><ul><ul><li>How many meetings in one day </li></ul></ul><ul><ul><li>Balance your fares against number of meetings you can get into the day </li></ul></ul><ul><ul><li>Balance positive outputs against wear and tear on your body and your nerves! </li></ul></ul>
  14. 16. Using your days effectively? Or What I learned this year!!!!!
  15. 18. Lateral & value thinking for whole departments or organisation <ul><li>Large whiteboards as running conversation </li></ul><ul><li>Each discussion has an ‘owner’ </li></ul><ul><li>Adopt a ‘board’ monitor to check if discussion is over – doesn’t have to be SMT </li></ul><ul><li>Essential - Regular checking, conclusion & clean off </li></ul><ul><li>Issue behaviour rules – no graffiti (except perhaps smileys) </li></ul><ul><li>No rude messages / scathing remarks / obscenities </li></ul><ul><ul><li>All opinions are valid </li></ul></ul><ul><ul><li>Encourage everyone to be involved! </li></ul></ul>
  16. 19. Questions <ul><li>Is the new meeting essential? </li></ul><ul><li>Are regular meetings essential? </li></ul><ul><li>Can you reduce recurrence? </li></ul><ul><li>Can you reduce attendee numbers? </li></ul><ul><li>Could you make virtual arrangements? </li></ul><ul><li>Could you chat individually then consolidate? </li></ul><ul><li>If it’s not confidential, how about a bring-your-sandwich lunchtime chat in the staffroom? </li></ul><ul><ul><ul><ul><ul><li>How inventive can you be? </li></ul></ul></ul></ul></ul>
  17. 20. If you must….. <ul><li>Limit the time allocated </li></ul><ul><li>Start on time, don’t wait for stragglers </li></ul><ul><li>Issue detailed agenda in advance with objectives </li></ul><ul><ul><ul><li>Keep it useful </li></ul></ul></ul><ul><li>Keep it on track, don’t get sidetracked </li></ul><ul><li>Don’t discuss anything not on the agenda </li></ul><ul><ul><ul><li>Use the ‘fridge’ </li></ul></ul></ul><ul><li>At the end of the meeting: </li></ul><ul><ul><li>List conclusions of discussion </li></ul></ul><ul><ul><li>Allocate actions </li></ul></ul><ul><ul><li>Decide if follow up is really necessary </li></ul></ul><ul><ul><li>– what/when/who </li></ul></ul>
  18. 21. Passing the time
  19. 22. Bonus activities <ul><li>Your Primary activity: </li></ul><ul><li>Concentrate on the subject matter </li></ul><ul><li>It’s not always easy to find dedicated time so make good use of it </li></ul>
  20. 23. Bonus activities <ul><li>Your Secondary Activity: </li></ul><ul><li>Check out the Politics </li></ul><ul><li>Who is the first to speak? </li></ul><ul><li>Who does the Chief Exec listen to most intently? </li></ul><ul><li>Who does everyone defer to when they speak? </li></ul><ul><li>Who occupies most speaking time? </li></ul><ul><li>What are the sub-texts being raised? </li></ul><ul><li>Who gets a socket for their laptop? </li></ul>
  21. 24. Bonus activities <ul><li>Your Tertiary Activity: </li></ul><ul><li>Check out the social interactions </li></ul><ul><li>What does the body language tell you about relationships in the room? </li></ul><ul><li>Who regularly sits next to whom? </li></ul><ul><li>Who is ignoring whom? </li></ul><ul><li>Who is not making eye contact – and why? </li></ul><ul><li>Who is doodling – are they listening? </li></ul><ul><li>Who nodded off – it does happen? </li></ul><ul><li>Who is doing their emails? </li></ul>
  22. 25. Time to share <ul><li>Any other bonus activities? </li></ul><ul><li>Your tips for happy / productive meetings </li></ul><ul><li>Your avoidance strategies </li></ul>
  23. 26. Running meetings <ul><li>Can you think of someone who runs meetings well? </li></ul><ul><ul><li>What are the skills involved? </li></ul></ul><ul><li>Not everyone can </li></ul><ul><li>Should it be on the corporate training schedule, perhaps induction training? </li></ul><ul><li>Is this an individual professional development responsibility? </li></ul>
  24. 28. Future perfect <ul><li>You can now ensure your next meeting is: </li></ul><ul><li>Cost-effective </li></ul><ul><li>Productive relative to the subject matter </li></ul><ul><li>Productive for you as an individual </li></ul>
  25. 29. What about you? <ul><li>Take time to be kind to yourself </li></ul><ul><li>Look after your own interests and those of your team members </li></ul><ul><li>Look after your diary </li></ul><ul><li>Build space into your week and guard it jealously </li></ul><ul><li>Don’t be afraid to say NO! </li></ul>
  26. 30. Prizes <ul><li>2 – the worst waste of time story </li></ul><ul><li>1 – the most bizarre / funny meeting </li></ul><ul><li> story </li></ul>
  27. 31. The Professionalism Group Susie Kay M: 07968 583098 [email_address] Blog: